50 SecretS of the PMP® exaM

WhIte PaPer

The Project Management Professional (PMP)® Certification from the Project Management Institute (PMI) is one of the top five in-demand certifications for 2013.1 It’s also one of the most challenging certification exams to pass. The industry is littered with tales of earnest PMP seekers who thought they studied enough, prepared enough and were experienced enough to pass the test, but who failed miserably—sometimes more than once. Informal polls indicate that as many as 40 percent don’t pass on the first try.

You don’t have to be one of the 40 percent. Kicking off with overall project management concepts and then organized by each of the 10 Knowledge Areas, we’ve compiled must-know PMP Exam tips, tricks and strategies on everything from:

n which pages of A Guide to the Project Management Body of Knowledge (PMBOK® Guide) matter most;n areas of the PMBOK® Guide that merit a second read; n various memory joggers and easy to memorize formulas;n key terms, confusing terms and terms to avoid; andn much, much more!

Whether you are considering taking the exam for your first time or you’re going back at it for another try, these 50 Secrets of the PMP® Exam will help you stay ahead of the curve and Fast Track Your Way to PMP SUCCESS!

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1 When you see questions on the exam regarding organizational structure, be sure you know which structure the question is related to. The right answer will depend on it.

2 Page 61 of the PMBOK® Guide is critical. The table on this page shows the relationship between each process and its associated Knowledge Area and Process Group. You should memorize this page. In many cases, the majority of the exam questions will be related in some way to having knowledge about the Process Groups and Knowledge Areas.

3 For the exam, you must assume proper project planning was done before the project work began. You need to get your mind around the critical difference planning makes and assume the project has been properly planned as you answer the questions. It is surprising how few project managers create a realistic plan or get it officially approved. That’s a huge mistake, whether on the exam or in the real world.

4 You need to be able to identify what you are not doing, or what you are doing wrong in the real world and leave those practices at the door. You will be penalized in the exam if you follow any poor real-world practices. You want to keep the words “work to the project management plan,” “be proactive,” “manage,” and “guide,” in mind as a way to summarize executing activities while you take the exam. This frame of mind will ensure you have your PMI® hat on when taking the exam.

What You Need to Know:

Project Management Concepts

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1The First Knowledge Area:

Project Integration Management

5 Here is a trick to understanding the topic of management plans for the exam. Know that management plans look forward in time, and that there are management plans for most knowledge areas:

n Scope n Schedule n Cost n Quality n Human Resources n Communications n Risk n Procurement Management n Stakeholder Management

6 Take notice of these confusing terms. If the exam refers to Direct and Manage Project Work, it is NOT referencing the entire executing process group. Instead, it is just refering to the integration piece of executing.

7 Integrated change control is an important topic to know. Approximately 10 percent of the exam questions touch on this one topic from different angles.

8 Be sure to remember that as project manager you always close out a project, no matter the circumstances under which it stops, is terminated or is completed.

9 Whenever the PMBOK® Guide mentions “Expert Judgment”, do not assume it is referring to an executive decision being taken by the project manager. Expert judgment is usually obtained from the subject matter experts and this may include the project manager.

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32The Second Knowledge Area:

Project Scope Managementq The Define Scope process is important on the exam for the

following reasons:

n Project managers complain about unrealistic schedule and do not realize the unrealistic schedules are their fault because they have not followed the iterations process described previously.

n Project managers spend a large portion of their time, while the work is being done, looking for options to adjust the project and still meet the project schedule and budget. Therefore, all the tools used in planning to come up with a realistic budget, such as negotiating scope and fast tracking, are also major activities while the work is being done.

w Project scope is the work that is required to be completed. Always remember; scope = work.

e Always remember that the scope management plan doesn’t contain the project scope. The scope management plan is a project plan that tells how scope will be identified, managed and controlled.

r There are many tools and techniques associated with the Collect Requirements process. The PMBOK® Guide does not discuss these tools and techniques in great detail. While these tools and techniques may not explicitly be mentioned in the PMBOK® Guide, it is valuable to familiarize yourself with them.

t The Validate Scope process should be performed for every project deliverable, or a group of deliverables, presented to the customer or sponsor.

The Third Knowledge Area:

Project Time Managementy You MUST memorize these formulas and know that they can be

used for both time and cost estimates.

Expected Activity Duration (PERT) = (P + 4M+ O) / 6

Activity Standard Deviation = (P-O)/6

Activity Variance = [(P-O)/6]2

u You will frequently see a single-point estimate per activity used on the exam. This method is not always best, but it is an easier way to improve your understanding of finding critical paths and drawing network diagrams. Using single-point estimates also allows for quick calculations and proof that you understand those concepts.

i The Plan Schedule Management process produces the project’s schedule management plan. It does not contain the project’s schedule. It only describes how the project’s schedule will be developed, managed and controlled.

o Although the PMBOK® Guide does not mention it, Analogous Estimating is also referred to as “Top-Down Estimating”.

p Become very comfortable with the Critical Chain Method. While it may not explicitly be mentioned in the PMBOK® Guide, it is valuable to familiarize yourself with examples.

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4The Fourth Knowledge Area:

Project Cost Managementa Make sure to MEMORIZE the following:

n Rough Order of Magnitude (ROM) Estimate - This type of estimate is usually made during the

initiating process. - A typical ROM estimate range is from -25% to +75% from

actual, but this range can vary depending on how much is known about the project when creating the estimates.

n Budget Estimate - This type of estimate is usually made during the planning

phase and is in the range of -10% to +25% from actual.

n Definitive Estimate - Later during the project, the estimate will become more

refined. Some project managers use the range of +/- 10% from actual, while others use -5% to +10% from actual.

s The ROM estimate, as defined by the current PMBOK® Guide - Fifth Edition, is in the range of -25% to +75%. The older PMBOK® Guide - Fourth Edition defined it to be in the range of -50% to +50%. Remember the correct ROM is in the range of -25% to +75%.

d Be very careful when interpreting the SPI and CPI values. Although values greater than 1.0 are desirable, values greater than 1.5 mean the project was not properly estimated earlier.

f Understand the concepts behind the EAC formulas. This will help you select the right formula to crack a question on your exam.

g Page 224 of the PMBOK® Guide is critical; it summarizes all the earned value formulas. Memorize these formulas and do a brain-dump on a piece of paper before you begin your exam.

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5The Fifth Knowledge Area:

Project Quality Managementh Remembering the following phrases about Pareto charts should

help you on the exam:

n Help focus attention on the most critical issues. n Prioritize potential “causes” of the problems. n Separate the critical few from the uncritical many.

j Remember the difference between grade and quality. Grade refers to the characteristics of a product, while quality refers to conformance to customer requirements.

k Precision is different than accuracy. Accuracy is the closeness of a measure against the target, while precision is the closeness of the repeated measurements with each other.

l The PMBOK® Guide lists many quality management techniques, but not all are covered in great detail. While these techniques may not explicitly be mentioned in the PMBOK® Guide, it is valuable to familiarize yourself with them.

6The Sixth Knowledge Area:

Project Human Resource Management; The following describes the seven sources of conflict in order of frequency.

MEMORIZE the top four and remember that Personality is last.

1. Schedule 5. Administrative procedures 2. Project priorities 6. Cost 3. Resources 7. Personality 4. Technical opinions

z The PMBOK® Guide doesn’t discuss organizational theory in much detail. However, expect some questions on this area. While this may not explicitly be mentioned in the PMBOK® Guide, it is valuable to familiarize yourself with organizational theory.

x It is very important to understand Tuckman’s Ladder or the Tuckman’s Team Development Stages. There will almost certainly be a question on the PMP exam around it.

c Co-location and virtual teams are two totally opposite techniques. You must understand the pros and cons of both, and be able to identify the most suitable option for any given situation.

v Do not forget to read Appendix X3 in the PMBOK® Guide where interpersonal skills are covered in great detail.

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7The Seventh Knowledge Area:

Project Communications Managementb It is important to know the communications channel formula:

N * (N-1) / 2 where N=number of people.

n Review the basic communication model (Figure 10.4) and sequence of steps involved in the model as outlined in the Project Communications Management section of the PMBOK® Guide. Be aware that a new step, acknowledgement of the message by the receiver, has been included.

m Don’t forget that two processes, Manage Communications and Control Communications, have been renamed and this knowledge area has been split to create a new knowledge area named Project Stakeholder Management.

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8The Eigth Knowledge Area:

Project Risk Management, Avoid and/or be aware of the following Risk Management Errors:

n Risk identification is completed without knowing enough about the project.

n Risk identification ends too soon, resulting in a brief list rather than an extensive list.

n The processes of Identify Risks through Perform Quantitative Risk Analysis are blended, resulting in risks that are evaluated or judged as they come to light. This decreases the number of total risks identified and causes people to stop participating in risk identification.

n The risks identified are general rather than specific.

n Some things considered to be risks are not uncertain; they are facts, and are therefore not risks.

n Whole categories (technology, cultural, marketplace, etc.) of risks are missed.

n Only one method is used to identify risks rather than a combination of methods. A combination helps ensure that more risks are identified.

n The first risk response strategy identified is selected without looking at other options and finding the best option or combination of options.

n Risk management is not given enough attention during project executing.

n Project managers do not explain the risk management process to their team during project planning.

. Notice that an updated risk register is the only output of several of the risk management processes. Read exam questions carefully, as the risk register contains different information depending on when in the risk management process the question is referencing.

/ Remember that the Delphi technique is preferred when influential stakeholders can introduce bias into the risk data.

Q Remember that the Perform Qualitative Risks analysis is quicker, but less accurate than the Perform Quantitative Risk Analysis process.

W Practice the expected monetary value analysis and decision tree analysis techniques. You can expect to see questions which cover these techniques on the exam.

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9The Ninth Knowledge Area:

Project Procurement ManagementE In practice, the company or person who provides services and/or

goods can be called a “contractor,” “subcontractor,” “designer,” or other titles. The PMBOK® Guide uses only one term, “seller,” but the exam may use any of these terms to describe the seller. The company or person who purchases the services is called the “buyer.”

R There are three basic types of contracts. Each one has its place and use. You must understand the differences and in particular how different contract types determine the final costs of a contract.

T Memorize the typical components of a procurement agreement.

Y Remember that the contract change control procedures are usually documented in the procurement agreements.

U Always remember that negotiation is the preferred procurement conflict resolution technique.

10The Tenth Knowledge Area:

Project Stakeholder Management

I The project stakeholders’ influence is at its maximum during the start of the project and reduces gradually as the project progresses.

O The Identify Stakeholders process is an initiating process. However, it must be periodically revisited to ensure that the project’s Stakeholder Register is always up to date.

P Memorize the Power/Interest Grid given in the PMBOK® Guide page 397. There will most certainly be questions that pertain to this grid on the exam.

A Remember that the first step in stakeholder conflict management is to capture the issue in the project’s issue log.

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You’ve Got the Tips. Now What?

These invaluable insights into the PMP Exam are just one tool that you should leverage on your journey towards becoming a Certified Project Management Professional. They will not help you pass the exam on their own. To ensure your success on the first try, consider a dedicated prep course designed to break down the PMBOK® Guide and build on your real-world experience to get you in a PMP frame of mind.

PMP Prep Fast Track from Corporate Education Group (CEG) is a five-day immersion course that combines the proven project management training from one of our most popular and longest-running courses with a fresh approach to exam preparation. PMP Prep Fast Track is packed with exercises, practice exams and study aids to ensure you successfully earn the industry’s most sought-after credential.

As each of the 10 project management Knowledge Areas in the PMBOK® Guide are presented, you will learn professional standards (processes, inputs, tools and techniques, outputs), as well as the practical benefits of using those standards to keep cost, schedule, scope and other critical project factors under control throughout the project life cycle.

Course Highlights:

n Dozens and dozens more Exam Tips just like the ones shared heren A simple step-by-step process to successfully navigate the entire journey from the application to test dayn Ninety days of access to a Powerful Exam Simulator that mimics the real thing n Taught by PMP Certified instructorsn Take it in a traditional classroom, virtually with a live instructor or bring it on-site to your organization if you have a

team to trainn Money-back guarantee2

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For more information and to register for PMP Prep Fast Track, visit http://www.corpedgroup.com/fasttrack or call 1.800.288.7246.

If you are serious about advancing your career and are ready to earn on average 16 percent more than your peers3, contact CEG and Fast Track Your Way to PMP SUCCESS!

aBoUt ceGCorporate Education Group (CEG) trains, consults and coaches individuals and teams to help organizations unlock business value by optimizing employee and organizational performance. Solutions in project management, business analysis, business process management, and leadership and management can be tailored to address clients’ unique challenges and delivered virtually, on demand or locally, fostering development for professionals everywhere. Through our strategic alliance with Duke University Management Training, CEG offers premiere certificate programs backed by a renowned higher-education institution. CEG is a Charter Global Registered Education Provider for PMI, a Member of PMI’s Global Executive Council, an Endorsed Education Provider for International Institute of Business Analysis™ (IIBA®) and an APM Group (APMG) Accredited Training Organization (ATO) for PRINCE2®. For information and public class schedules visit www.corpedgroup.com, LinkedIn or Facebook and follow CEG on Twitter @CorpEdGroup.

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Phone: 1.800.288.7246 +1.978.649.8200

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1. Tech Republic, techrepublic.com, December 2012.2. Click here for terms and conditions.3. Project Management Institute, Project Management Talent Gap Report, March 2013.

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